Hiring & Onboarding Desk — Standard Operating Procedure

What this app is

The Hysses Hiring & Onboarding Desk is an internal web app that runs the whole recruitment-to-onboarding process for Hysses, Barn & Potter (BNP) and Hysses Realty. It replaces the old scatter of spreadsheets, macros and manual copy-paste with one guided workflow: you fill in a candidate once, and the Desk drafts the emails, builds the term sheet and Letter of Appointment, prepares every system-entry value (WhyzeHR and NetSuite), pushes the payroll records into NetSuite, and assembles the P-file.

Everything for one candidate lives on a single record that moves through four stages. The Desk shows you, at each step, exactly what to do and gives you the button to do it.

How your data is stored

• The app + its database run on the file server (a small Node service). Every candidate record is saved automatically as you work.
• The Recruitment Folder — connect it once (Admin ▸ Recruitment folder) and the Desk creates a sub-folder per candidate, named by Employee ID + Name, and files documents into the P-file sub-folders as you generate them.
• NetSuite — the Desk writes the employee record and payroll (SPI/recurring) rows straight into NetSuite through a secure server connection. No manual re-keying.
• WhyzeHR has no API, so the Desk prepares the exact import values and gives you a ready-to-paste import file; you upload that into WhyzeHR.

The hiring lifecycle

A candidate record flows left to right. The tabs across the top of the Desk mirror these stages, and the pipeline bar shows where each person currently sits.

When an employee eventually leaves, the separate Offboarding tab runs the resignation-to-clearance process (Pipeline C).

Getting started

1. Start the Desk. On the file server, double-click Start Hysses Desk.bat. Leave that window open while the Desk is in use. It opens http://localhost:3000 automatically.
2. Log in. Enter your username and PIN. Each user has their own account (Admin creates them in Admin ▸ Users). The very first login uses admin / PIN 2024 — change it immediately. There are two roles: Admin (sees the Admin & Monitoring tabs and manages users) and Desk user. You are signed out automatically after 15 minutes of inactivity; a Log out button sits at the top-right.
3. Connect the Recruitment Folder (once per PC). Go to Admin ▸ Recruitment folder ▸ Connect and pick the Main Recruitment Folder on the server. From then on, each candidate is filed automatically.
4. Confirm NetSuite (optional check). Admin ▸ NetSuite connection ▸ Test should report “✓ Connected”. If not, tell IT/HR admin — the token lives in netsuite.config.json on the server.
5. Save early. Enter the candidate’s name and press Save hire. The record now auto-files to the Recruitment Folder on every save.

Stage 1 — Applicant A

Source and screen, send the Employment Application Form (EAF), receive it back, and arrange the interview.

1.1 Where we source

1.2 Screen & open a record

1. Review and screen resumes. For a promising applicant, open the Desk, fill in name, role, entity and worker type, and Save hire. Attach the résumé (the Desk carries it through to the interview email).
2. Mark the record Screened in the step list.

1.3 Send the EAF

The Desk drafts the EAF email for you. Pick the template that matches the role — the wording differs because some roles carry special conditions that the applicant must accept before proceeding.

Attach the EAF form, send, then send a WhatsApp heads-up from the HR account (see below). Mark EAF Sent.

1.4 HR WhatsApp

1. Open web.whatsapp.com.
2. Share the QR into the HR group chat and ask office HR to scan it with the office tablet.

1.5 EAF received → arrange interview

1. When the completed EAF comes back, load it into the Desk (it imports the applicant’s details onto the record). Mark EAF Received.
2. Check they accept the Dec attachment / blackout leave (for applicable roles). Clarify if unsure; proceed only on agreement.
3. Ask for interview availability and confirm they can attend in person at 37 Kaki Bukit View, Level 4, S(415967).

Stage 2 — Interview & Selection A

2.1 Invite to interview

The Desk drafts the invitation (face-to-face or online) with the date, time, location/Meet link and interviewer names pre-filled from the record. Send via email and WhatsApp.

• Face-to-face: 37 Kaki Bukit View, Level 4, S(415967). Include the “how to get here” video link.
• Online: Google Meet link.

Use the HR Calendar to schedule the interview and attach the CV and EAF to the calendar invite, sending it to both the applicant and the interviewers.

2.2 Evaluation forms (IEF)

For each interviewer, the Desk bakes a pre-filled, position-locked Interview Evaluation Form (IEF) — the scorecard criteria are the set mapped to the candidate’s Position (see Interview scorecard criteria). Download one per interviewer (button per name), and send it with the CV and EAF. Interviewers complete it and export the result back to you.

2.3 Panel evaluation dashboard

Load each returned evaluation. The Desk aggregates them into a panel summary: combined average out of 5, total of scores, count of evaluations, and the recommendation tally. This is your objective read on the candidate — the recommendation shown on the record comes from these panel evaluations.

2.4 S Pass eligibility — SAT foreign workers needing an S Pass

This step is only active for foreign workers who need an S Pass; it automatically greys out (with a “not required” note) for Local / PR and for Offshore hires. For candidates who need an S Pass, check eligibility with MOM’s Self-Assessment Tool (SAT) before offering.

1. Go to mom.gov.sg ▸ MyMOM Portal ▸ log in with Singpass (send the QR to Ms Cheryl to log in on your behalf).
2. Work Passes ▸ Self-Assessment Tool. Purpose = New Application; enter the intended application date.
3. Choose the occupation that best matches the applicant’s job title — match the MCF posting.
4. Enter a temporary salary ▸ Continue. Fill nationality & date of birth. Skip Qualifications.
5. Adjust the Fixed Monthly Salary to find the lowest salary that still passes (trial and error).
6. Download the result and save it to the P-file. Record the qualifying salary on the Desk (it feeds the term sheet).

Mark SAT completed · IPA captured on the record.

2.5 Decision

At the decision step: Shortlist (stay here) records the decision but keeps the person in this stage (e.g. awaiting panel scores); Proceed to offer ▸ shortlists and moves the record into the Candidate stage to prepare the offer. KIV / Reject close the application.

Stage 3 — Candidate: offer & Letter of Appointment B

3.1 Identity & address

Capture the candidate’s full NRIC/FIN (prefix + 7 digits + suffix, e.g. S1234567D), identity type, DOB, address and, for foreigners, passport details. Enter the offered salary and package inputs.

3.2 Offer

The Desk drafts the offer message (local vs foreigner variants). Terms typically stated: designation, location, gross salary, working hours (probation vs confirmation), notice period (1 month in probation / 3 months on confirmation) and 6-month probation. Locals reply with a copy of NRIC; foreigners with passport + highest-education certificate, to begin the contract.

3.3 Term sheet retail / rental cases

For retail staff with a rental arrangement / IPA, generate the Employment Term Sheet from the Desk to explain the package at the interview. Key inputs the Desk uses (equivalent to the yellow boxes in the old macro):

Walk the retail applicant through the term sheet, explaining that the PSP scheme supports their learning and development while still allowing commissions. The Data Import (SPI/recurring) values are computed from this and used later at system entry.

3.4 Letter of Appointment (LOA)

1. Draft the LOA from the Desk (the correct clause set for the position; edit clauses in Admin ▸ LOA Clause Editor if needed).
2. Meet the applicant to walk through the LOA, highlighting the key terms (e.g. the 2-year no-resignation clause and salary arrangement). You may skip a separate meeting if you already covered the term sheet — but always highlight the key terms.
3. Send the LOA to Ms Cheryl and the applicant for e-signature via Adobe (login in the HR Password Sheet).
4. When the signed LOA returns, upload it to the Desk.

Stage 4 — New Hire: onboarding C

The New Hire tab is a series of numbered cards. Work top to bottom.

Card 1 — Start onboarding, request documents & pre-boarding welcome

The Desk drafts a message (email + WhatsApp) to the new hire requesting the onboarding documents. Below it is a pre-boarding welcome draft — a role-aware note with the start date, where/when to report (retail: 20 min before the outlet opens; production: 8:30am HQ; office: 9:00am HQ), dress code, what originals to bring, and a heads-up that ESS + the CIF Google/NotebookLM account are set up on day 1. Send both and mark the step.

Card 2 — Documents collected

A checklist split into “New hire provides” vs “HR processes”, filtered by local vs foreign worker. The Desk auto-detects documents already captured earlier (résumé, signed LOA, returned EAF). Tick items as they arrive. Typical onboarding documents: Checklist for New Recruit, Onboarding Checklist, Staff Uniform Issue Form (production/retail/R&D), Uniform Guidelines (retail), ITRF (back-office & offshore), Landlord’s Rental Agreement (S Pass with rental).

Card 3 — Apply Work Permit / S Pass foreign workers

For foreign hires, apply for the pass on the MOM website using the MCF Job Posting ID carried over from the Applicant stage. Follow the Work Permit / S Pass submission SOP. Mark submitted.

Card 4 — Schedule onboarding

Set the onboarding date/time; the Desk prepares a Google Calendar invite for the onboarding team (e.g. Clara, Clemen, Ms Nini). Request at least 3–5 days’ notice where an email account is needed.

Card 5 — Bank allocation

Enter the employee’s bank, branch code, account number and beneficiary name. Two special cases the Desk handles:

• Offshore employees — use the standard offshore account (see Bank & rental).
• S Pass with rental — a two-account split: the Hysses Realty rental account first (fixed amount = IPA − actual salary + actual rent), then the employee’s account with “balance” ticked. The Desk shows this split in the cockpit.

Card 6 — IT requisition

The Desk prepares the ITRF and an email to the IT department (sg.it@hysses.com) listing the accounts/folders required. It also shows the CIF first-login password for the new hire (HYS + 7 NRIC/FIN digits + !; the employee changes it on first login). The CIF Google account now applies to all staff (not just retail): a work email plus a personal NotebookLM Space for training materials, and Classroom/Meet/Forms access. Request it from Mr C Low at least 3–5 days before the start date.

Card 7 — System entry cockpit & provisioning

This is the heart of onboarding. The cockpit shows every value you need, grouped into three read-outs, then one push:

1. WhyzeHR — all Basic HR import values (identity, employment, category, work-time profile, bank). Use Export Import File (xlsx) and paste/import it into WhyzeHR (WhyzeHR has no API). See WhyzeHR fields.
2. NetSuite — the employee-record fields (template, subsidiary, location, POS access/PIN/login, etc.). See NetSuite fields.
3. Data Import — the SPI / recurring payroll rows (formerly the Master SPI Google Sheet). These are read-only here for verification.

Then click Push to NetSuite (at the bottom of the cockpit). One click writes the employee record and all SPI/recurring rows into NetSuite (custom record 396) in a single step — no re-keying.

Card 8 — Onboarding complete · Active

Once Day-1 is done, mark Active. Move the P-file from the Incoming folder to Active (office) or Offshore (WFH) on the server.

Card 9 — Onboarding checklist & close-out

The formal end of onboarding. A day-1 / handover checklist, auto-filtered by Department and worker type (from the “Checklist for New Recruit”): e.g. LOA filed, work pass, medical (FW), uniform issued, face registration, CIF Google/NotebookLM, WhyzeHR/ESS, handbook, HR briefing + Section A signed, name card, PAF/CorpPass (as applicable), AIA, filing. Required items are marked with *.

• Generate documents for signing — the Desk produces the Section A checklist (Workplace Onboarding Checklist) and the Uniform Issue Form (correct items & deposit: Retail Local $500 / Foreigner $1,000; Production $420), pre-filled from the record.
• Upload the signed Section A once the employee has signed it.
• Mark onboarding complete & archive — unlocks only when the required items are ticked. It sets the status to Onboarded & closed, files a completion record (and the signed checklist) into the P-file 08 Onboarding completion, and prompts you to move the hard copy to the black art file. Closed hires drop out of the To-do queue.

Card 10 — P-file package

The Desk builds one folder (named by Employee ID + Name), organised into the P-file sub-folders, containing the documents on file plus a P-file index listing every document, where it belongs, and what still needs adding. If the Recruitment Folder is connected it writes straight there; otherwise download the .zip. Drop the returned EAF’s file in too.

Card 11 — Probation & confirmation

From the Joined date the Desk computes the 30/60/90-day check-ins and the 6-month confirmation, each with a due date and a live status (done / due soon / overdue). Tick each as done. Anything due or overdue and not done also appears in the To-do queue under “Probation & confirmation due”, so these post-onboarding milestones aren’t missed.

Dashboard

The Dashboard gives an at-a-glance view of the whole pipeline: counts per stage, who is active/awaiting/stalled, a role filter, and a shortlist ranking driven by the panel evaluation scores. Use it to see what needs attention and to compare shortlisted candidates for a role.

To-do queue

A shared action queue across every candidate, so nothing stalls. It lists each open candidate with their current stage, the next action due, and how many days they’ve been idle (longest-idle first; anything ≥ 7 days is flagged). “Open” jumps to the record. Completed and closed hires are hidden by default. A second panel, Probation & confirmation due, lists any 30/60/90-day or 6-month milestone that has come due and isn’t ticked. Everyone (Admin and Desk users) sees the same queue.

Offboarding — the leaver process

The Offboarding tab runs the resignation-to-clearance process for the currently-open record. Open a saved hire from the Pipeline (or create/save a record for an existing employee), switch to Offboarding, and click Start offboarding.

1. Enter the last day of service, resignation date and (optional) reason.
2. Work the clearance checklist (auto-filtered by Department + worker type): resignation received, Letter of Acceptance issued, IR21 filed (foreign), handover, IT disable all access, uniform return, exit clearance, work-pass cancellation, final settlement, AIA removal, P-file archive.
3. Email IT to disable access — drafts a mail to sg.it@hysses.com listing everything to revoke: logins & passwords, server/network, CIF Gmail & Google Workspace (incl. NotebookLM/Classroom), NetSuite, WhyzeHR ESS, VPN, POS, email, and hardware to collect.
4. Generate documents (pre-filled, signed by the Managing Director; filed to P-file 09 Offboarding): Acceptance of Resignation, Acceptance of Early Release, Letter of Unconfirmation of Employment (probation not passed), Uniform Return Form, and the 5-section Exit Clearance Form.
5. Mark offboarded & archive — gates on the required items and files the offboarding record. A “leavers in progress” list at the top shows all open cases.

Monitoring admin only

An admin oversight dashboard: per-user activity (actions in the last 7 days / all-time / last active), time-in-stage bottlenecks (average and longest days per current stage), a stalled / overdue list (idle beyond a threshold you set), and a full audit trail of every logged action (who did what, when). The activity log is written server-side, so it can’t be edited from the browser.

Admin & Users admin only

The Admin tab now holds configuration only (Monitoring moved to its own tab). Cards:

• Monitoring dashboard is a separate top tab — see above.
• Database & backup — the server stores all records; use backup/restore to export or import the full data set.
• Recruitment folder — connect the Main Recruitment Folder once (Chrome/Edge). Each candidate becomes a sub-folder (Employee ID + Name) with the P-file structure.
• NetSuite connection — Test runs a read-only check that the server’s NetSuite token authenticates (writes nothing).
• Dropdown lists — maintain the selectable values (Departments, Positions, outlets, banks, etc.).
• LOA Clause Editor — edit the appointment-letter clauses that the Desk assembles.
• Interview scorecard criteria — see the next section.
• Users & access — add a user (username, name, PIN, role), reset a PIN, deactivate or remove. The last active admin is protected. Also holds the Sign out button.

Interview scorecard criteria (per Position)

The HR scorecard (Interview & Selection ▸ step 4) is chosen by the candidate’s Position. In Admin ▸ Interview scorecard criteria:

• Assign a set per Position — for each Position title, pick one of the built-in criteria sets (Retail Associate, Retail Ops Manager, Training & Dev, Back office / Executive, Production, Offshore, Intern, plus Marketing, Human Resource, Finance, Purchasing, Design, Operations) or “none”. Saves immediately.
• Create / edit a set — the editor lets you build or change a criteria set: the rating groups, the individual rated items, and the interview question bank, saved to the shared database. Editing a built-in keeps an editable copy that overrides it. New sets appear in the per-Position dropdown and flow into each interviewer’s downloadable IEF.

Salary structure & benchmarking

Admin ▸ Salary structure & benchmarking holds the pay reference used when making an offer. It is a versioned, HR-editable table keyed by Position. Each role carries two things:

• Official band (min / mid / max) — the policy you offer against. HR/management owns and edits this. It was pre-filled from payroll as a starting point.
• Observed (read-only) — the median and range of current incumbents with headcount, taken from the last WhyzeHR payroll import. This is fact, not policy.
• Market (SG) — an external reference range from published salary guides (Indeed, JobStreet, Glassdoor, Robert Half, Morgan McKinley, 2025–26) for the main roles. Guidance only — refresh periodically; final bands remain HR/management's decision.

How the seed was built (Jun-2026 payroll)

• Dual-entity staff are summed. Anyone holding a role across two entities (BNP + Hysses) is combined into one total before the band is computed — matching the R-account split.
• Segments are separated. Offshore (paid at their market), part-time / hourly, and interns are tagged and kept out of the full-time SG band. Offshore and PT roles show their own reference.
• Single-incumbent roles are tagged HOD where they are the department head (Director, Finance/Purchasing/Operations Manager, etc.) — a genuine benchmark, not noise.
• Age and nationality are deliberately excluded as pay factors (fair-employment practice). Nationality only appears indirectly through the work-arrangement segment (offshore vs SG).
• New hires enter near the lower half of the band; the upper end reflects tenure and performance.

Statutory floors (must-check before offering)

The table and the offer step carry Singapore compliance floors — verify current values at mom.gov.sg:

At the offer step

On the Candidate ▸ Proposed offer card, once a Position is chosen the Salary guide shows the band + observed median and soft-flags (non-blocking) if the entered gross is below/above the band or below a statutory floor. It is decision support only — the official band and any exception are HR/management calls.

Keeping it current

Each month (or when needed) export the WhyzeHR payroll and use Import payroll (refresh observed) — the observed figures recompute automatically (dual-entity summed, segments separated). Adjust the official bands, bump the version + effective date, and Save. Known caveat: a person appearing under two Employee IDs (e.g. after a PR change) must be merged manually, as with 9782112→1490628.

Reference — Category & leave entitlement

The Desk shows the matching category and leave on the WhyzeHR cockpit based on worker type/role.

Reference — WhyzeHR Basic HR entry

Log in at the WhyzeHR portal (Company ID mts; login = employee number; password in the HR Password Sheet) ▸ Basic HR ▸ Employee ▸ New Hire. The Desk’s cockpit gives you every value below.

Personal Particular

From NRIC/passport, résumé and EAF. Identity type: Singaporean = NRIC (pink); PR = NRIC (blue); foreign = FIN; offshore = Others.

Employment

• Employee ID — from NRIC/FIN/passport, letters excluded.
• Organization — BNP or Hysses (per the LOA and Work Permit/S Pass).
• Probation 6 months. Salary type — Monthly (FT) / Hourly (PT). MVC % 10% (exclude offshore & PT).
• Work Time Profile — Production: BNP 5 days; Office: HQ 5 days A; Offshore: 5 or 6 days (6 usually Customer Service).
• Hire date — first day. Pay group & confirmation date auto-generate.
• Basic pay — the offer, excluding the allowances that are entered separately: Production excludes ATTN 100 & ATW10 100; Retail excludes BIC 200, ATW2R 150, PH/OT encashments (per the term sheet); Office = full basic; Offshore = offered salary converted to SGD.
• Department, Position as per role. Category per the table above. Outlet for retail only.
• MOM Work-Life Practice — offshore only (homeworking). Leave the various “leave blank” fields blank.

TMS

For offshore (except HR) and R-account employees, untick “Enable TMS Control” and skip the rest. Otherwise set the shift role (Office FT = HQ; Office PT = HQ_PT; Offshore = Offshore; Production; Retail), Shift Team F, and the default shift mapping / schedule:

ESS, photo, bank, education, family

• ESS — Find the immediate supervisor; always pick the one whose employee number has no “R”. Save.
• Re-open the profile ▸ Edit ▸ upload photo (Personal Particular) ▸ Save.
• Bank Allocation — change Payment Mode from Cheque to Bank; enter account details. See Bank & rental.
• Education and Family (emergency contact) — from the EAF.

The “Remuneration based on worker type” sheet on the server helps identify category, allowances and related details.

Reference — NetSuite employee entry

The Desk writes these automatically on Push to NetSuite. Fields, for reference / manual entry if ever needed (Payroll & HR ▸ Employees ▸ New):

• Template Hysses-S. Employee ID = employee number. Name = full name (first box). Job Title = position. Supervisor = Cheryl (7632573).
• Email — retail: assigned outlet email; production: admin@hysses.com; back-office: department email.
• Subsidiary — Hysses or BNP; retail staff → Hysses Realty. (Internal IDs: Hysses 9, BNP 4, Hysses Realty 3.)
• Location — blank for retail; BNP Production for production; HS Headquarters for back-office.
• Human Resource tab — Type FT/PT; Status Actively Employed; Hire date. Retail only: tick Sales Rep & Support Rep.
• Zoku/POS tab — tick POS Access; POS PIN = DOB (ddmm); POS Login ID = employee number. Production: set up the POS login ID only.

The payroll SPI / recurring rows are written to custom record 396 (Employee Misc Record), linked to the new employee, with the CODE prefixed into the description and Payable defaulting to the amount.

Reference — R-account split

Local staff earning at least SGD 3,200 have their salary split in half across BNP and Hysses. For the second (R) entry, keep everything the same as the first except:

1. Add an “R” to the employee number (e.g. 1234567R).
2. Category = Contract for Service.
3. TMS tab — untick Enable TMS Control.
4. ESS tab — untick To Create ESS Account.

Reference — Retail salary encoding (PSP)

From the term sheet’s Data Import tab (the Desk shows the same rows):

1. Basic salary — WhyzeHR profile ▸ Salary ▸ Add. Career Code = Salary Adjustment; Salary type Monthly; MVC 10; Effective & Payment date = first of the month the salary applies; Basic pay = that month’s amount. Repeat for all 6 months.
2. PH/OT encashment, PSPD, BIC allowance — profile ▸ Payment Control ▸ Paygroup ▸ Add. Effective = first of the month; End = first of the next month; set the pay item. Repeat across the 6 months; for month 6 leave End Date blank.
3. Hysses Realty rental account — Bank Allocation ▸ add the Hysses Realty account; untick “Balance”; amount = IPA − actual salary + actual rent (see term sheet).
4. Team-work incentive (ATW2R) — see Allowances.

Reference — Allowances (Workforce TMS)

Leave generation

All except Contract for Service: Leave ▸ Setup ▸ Leave Package ▸ Annual-Standard ▸ Employees ▸ Assign; then Leave ▸ Generate Leave Run (Annual-Standard, User to Select Employee) ▸ select the employee ▸ Generate.

SPI in MPM Master

Update under \\192.168.0.5\HYS_Human Resource\13. HR Admin Tasks\02. Sales Performance Checking.

Reference — Bank & rental

Offshore employees (fixed account)

DBS Bank Ltd, branch 120; Account 1207037726; Beneficiary = employee’s name.

S Pass with rental — two accounts

1. Hysses Realty (rental): DBS Bank Ltd, Shenton Way; Account 0039060386; Beneficiary HYSSES REALTY PTE LTD; amount = IPA − gross salary (WhyzeHR profile uses IPA − actual salary + actual rent). Untick “Balance”.
2. Employee’s account: tick “Balance” so payroll pays the remainder after the rental deduction.

Reference — Uniform deposit

For retail, production and R&D employees, record the uniform amount in “SG Payable Monthly Staff Tabulation v.2025”: add the employee (number, name, organization) under Master Files, then the uniform details under Payable_Deduction Master. The deduction is split over the employee’s 2nd and 3rd months.

Reference — AIA eBenefits (last step)

Add the new hire to the AIA eBenefits portal (done by Clemen). Login is in the HR Password Sheet; the one-time OTP is sent to sg.recruitment@hysses.com. Follow AIA’s “Add Employee” user guide.

Reference — P-file & folders

• Naming: follow the “P-file naming structure” file on the server. The Desk names each folder by Employee ID + Name and builds the P-file sub-folder structure, including 07 System Imports (WhyzeHR import file + NetSuite push receipt), 08 Onboarding completion (signed Section A + completion record) and 09 Offboarding (acceptance / exit-clearance / uniform-return records).
• Location moves: new candidates start in Incoming; on completion move to Active (office) or Offshore Employee (WFH) (offshore).
• The Desk’s P-file package (New Hire card 9) assembles the folder and a P-file index of what’s inside and what’s still needed.

Reference — Systems & access

Maintaining this SOP

This document is part of the app and is meant to stay in step with it. Whenever a stage, button, field or rule changes in the Desk:

1. Update the matching section here.
2. Update the SOP version line at the top to match the Desk version shown in the app footer.
3. Note the change in the app’s changelog (in public/index.html).

File: public/SOP.html · opened from Admin ▸ SOP · served at /SOP.html.